AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT (“AGREEMENT”) is entered into retroactively on November 1, 2025 (“Effective Date”) by and between the CITY OF POMONA (“the CITY”) and International Cybernetics and Infrastructure Management Services (ICC-IMS), a infrastructure management corporation (“CONSULTANT”), with its primary business location at 10630 75th St., Largo, Florida 33777. The CITY and CONSULTANT may be individually referred to herein as the Party and collectively as the Parties.
RECITALS
WHEREAS, the CITY desires to engage CONSULTANT to perform professional consulting services for the City on an as-needed basis; and
WHEREAS, CONSULTANT is willing to perform the services defined herein for the Project; and (desires to perform and assume responsibilities for the provision of certain professional services required by the CITY on the terms and conditions set forth in this Agreement and in the Scope of Services defined herein on an as-needed, per project basis; and
WHEREAS, CONSULTANT represents that the pr incipal representative stated below is authorized to act as such on behalf of CONSULTANT.
NOW, THEREFORE, the Parties agree as follows:
1. TERM. This AGREEMENT is entered retroactively into on the effective date and shall continue until completion of the Project, or October 31, 2026, unless earlier terminated. An amendment to extend the term of this AGREEMENT shall require a written amendment fully executed by the Parties at least 30 days prior the date the AGREEMENT expires.
2. REPRESENTATIVES OF THE PARTIES AND SERVICE OF NOTICE. The representatives of the Part ies who are primarily responsible for the adm inistration and performance of the AGREEMENT, and to whom formal notice, demands and communications must be given, are as follows:
A. The principal representative of the CITY is:
Arnold Dichosa, PE, City Engineer
City of Pomona
Public Works Department
505 South Garey Avenue
Pomona, CA 91766
(909) 620-2266
B. The principal representative of the CONSULTANT is:
Jim Tourek, Client Services Manager
ICC-IMS
10630 75th Street
Largo, Florida 33777
(727) 547-0696
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 C. Formal notices, demands and communications to be given hereunder by either party must be made in writing and effected by personal delivery or by mail. Formal notices and demands sent by E-mail or facsimile are not valid.
D. If the name of the principal representative designated to receive the notices, demands or communications, or the address of such person, is changed, written notice shall be given within five calendar days of said change.
3. RETENTION. The CITY retains CONSULTANT to provide professional consultant services on an as-needed, per-project basis, in accordance with this AGREEMENT. CONSULTANT agrees to render such services on the terms and conditions stated herein.
4. SCOPE OF SERVI CES. The scope of serv ices to be provided i s set forth in the attached Scope of Services, which is made Exhibit "A" to this AGREEMENT.
5. COMPENSATION. The CITY agrees to pay CONSULTANT for the services set forth in the aforementioned Scope of Services.
A. CONSULTANT agrees that the fees for services may not exceed the authorized amount of $143,198.00, as set forth in Exhibit “B,” attached hereto, unless the CITY has given specific advance approval in writing.
B. Within 30 days of receipt of invoices, the CITY will pay undisputed invoice balances. Within 30 days of receipt of invoices the CITY will notify CONSULTANT of any disputed amount.
C. Withholding Compensation.
1. After the CITY gives CONSULTANT a notice of a performance deficiency, including a time for correcting deficient performance, the CITY may, it its sole option, withhold compensation for nonperformance when CONTRACTOR fails to correct performance deficiencies.
2. Ongoing or recurring deficiencies are considered separate non -performance events each time CONSULTANT fails to correct deficiencies, after which each day is an additional occurrence subject to withholding of compensation.
6. INDEPENDENT CONTRACTOR.
A. CONSULTANT is an independent contractor. As such, CONSULTANT has no power or authority to incur any debt , obligation or liability on behalf of the CITY, unless such authority is expressly conferred under this AGREEMENT. Further, CONSULTANT is not entitled to any benefit typically associated with an employee such as medical, sick leave, retirement, or vacation benefit. CONSULTANT expressly waives any claim to any such right.
B. The personnel performing services under this AGREEMENT on behalf of CONSULTANT will, at all- times be under CONSULTANT's exclusive direction and control.
Neither the CITY, nor any of its employees, have any control over the manner, mode, or means by which C ONSULTANT, its agents, or its employees, perform the services required herein, except as otherwise stated in this AGREEMENT. The CITY has no voice in the selection, discharge, supervision or control of CONSULTANT’s employees, representatives, or agents, or in fixing their number, compensation, or hours of service.
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C. CONSULTANT will perform services under this AGREEMENT as an independent contractor and will, at all times, remain a wholly independent contractor. The CITY does not, in any way or for any purpose, become, nor may it be deemed a partner of CONSULTANT in the latter’s business or otherwise a joint venture or member of any joint enterprise with CONSULTANT.
7. ECONOMIC INTEREST STATEMENT. CONSULTANT hereby acknowledges that, in accordance with Government Code Section 87300 and the Conflict of Interest Code adopted by the CITY hereunder, CONSULTANT is designated in said Conflict of Interest Code and is therefore required to file an Economic Interest Statement (Form 700) with the City Clerk, for each employee providing advice under this Agreement, prior to the commencement of work. The extent of CONSULTANT’s disclosure requirements is set forth in the Written Determination of the City Manager of the CITY, attached hereto as Exhibit "C."
8. PERS INDEMNITY.
a. In the event CONSULTANT or any employee, agent , or subcontractor of CONSULTANT providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the CITY, CONSULTANT will indemnify, defend , and hold harmless the City for the payment of any employee and/or employer contributions for PERS benefits on behalf of CONSULTANT or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
b. Notwithstanding any other agency, state or federal policy, rule, regulation, law, or ordinance to the contrary, CONSULTANT and any of its employees, agents, and subcontractors providing service under this Agreement do not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation , benefit, or any incident of employment by the CITY, including but not limited to eligibility to enroll in PERS as an employee of the CITY and entitlement to any contribution to be paid by the CITY for employer contribution or employee contributions for PERS benefits.
c. CONSULTANT is solely responsible for compliance wi th PERS restr ictions applicable to any of CONSULTANT's employees, agents, or subcontractors.
9. INDEMNITY AND INSURANCE.
a. INDEMNITY. CONSULTANT hereby agrees to protect, indemnify and hold the CITY and its employees, officers and servants free and harmless from any and all losses, claims, liens, demands and causes of action of every k ind and character including, but not limited to, the amounts of judgment, interests , court costs, legal fees, expert costs, expert fees and all other expenses incurred by the CITY to the maximum extent allowed by law arising in favor of any party, including claims, liens, debts, personal injuries including employees of the CITY, death or damages injuries, including employees of the CITY, death or damages to property (including property of the CITY) and without limitation by enumeration, all other claims or demands of every character occurring or arising directly out of or as a consequence of the performance of the work performed hereunder, except only such injury to persons or damage to property due or claimed to be due to the sole or willful negligence of the CITY. This provision is Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 not intended to create any cause of action in favor of any third party against CONSULTANT or the CITY or to enlarge in any way the CONSULTANT's liability but is intended solely to provide for indemnification of the CITY for liability for damages or i njuries to third persons or property arising out of or in connection with the performance of this AGREEMENT by the CONSULTANT.
b. INSURANCE. CONSULTANT will procure and maintain at all times during the term of this AGREEMENT insurance as set forth in Exhibit "D" attached hereto.
10. PREVAILING WAGE LAW. CONSULTANT is aware of the requirements of California Labor Code Section 1720, et seq. and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing- wage rat es and the performance of other requirements on “public works” and “maintenance” projects. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, CONSULTANT agrees to fully comply with such Prevailing Wage Laws.
Moreover, as required by Labor Code 1860, CONSULTANT shall secure the payment of compensation to CONSULTANT’s employees in accordance with the provisions of Labor Code Section 3700. CONSULTANT shall obtain a copy of the prevailing rates of per diem wages at the commencement of the Agreement from the website of the Division of Labor Statistics and Research of the Department of Industrial Relations located at www.dir.ca.gov/dlsr/ .
CONSULTANT shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at CONSULTANT’s principal place of business and at the project site. CONSULTANT shall defend, indemnify and hold the CITY, its officials, officers, employees, agents, and volunteers free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
REGISTRATION. If the Services are being performed as part of an applicable “public works” or “maintenance” project, then under Labor Sections 1725.5 and 1771.1, the CONSULTANT and all sub consultants must be registered with the Department of Industrial R elations, CONSULTANT shall maintain registration for the duration of the project and require the same of any sub consultants, and this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. It shall be CONSULTANT’s sole responsibility to comply with all applicable registration and labor compliance requirements. Notwithstanding the foregoing, the registration requirements mandated by Labor Code sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code sections 1725.1 and 1771.1.
11. OWNERSHIP OF WORK PRODUCT. All reports, documents, or other written material developed by CONSULTANT in the performance of this AGREEMENT shall, upon the CITY’S payment of undisputed compensation amounts, be and remain the property of the CITY without restriction or limitation on their use or dissemination by the CITY. Such material may not be the subject of a copyright application by CONSULTANT. Any re-use by CITY of any such materials on any project other than the project for which they were prepared is at the sole risk of CITY unless CITY compensates CONSULTANT for such use.
12. CONFIDENTIALITY. Employees of CONSULTANT, in the course of their duties, might have access to financia l, accounting, statistical, and personnel data of private individuals and employees of the CITY. CONSULTANT covenants that all data, documents, discussion, or other information developed or received by CONSULTANT or provided for performance of this AGREEMENT are deemed confidential and shall not be disclosed by CONSULTANT without written authorization by the CITY. The CITY shall grant such authorization if disclosure is required by law. All CITY data shall be returned to the CITY upon the termination of this AGREEMENT.
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 CONSULTANT's covenant under this Section survives the termination of this AGREEMENT.
13. TERMINATION FOR CONVENIENCE. The CITY may terminate this AGREEMENT at any time without c ause by giving 3 0 calendar days written notice to CONSULTANT of such term ination and specifying the effective date thereof. I f this AGREEMENT is terminated as provided herein, CONSULTANT will be paid only the total amount equal to the service that CONSULTANT has provided, to the CITY's satisfaction, as determined solely by the CITY, as of the termination date. In no event may the amount payable upon term ination exceed the total maximum compensation provided for in this AGREEMENT or the value of services provided as of date of termination.
14. TERMINATION FOR CAUSE. If for any reason, CONSULTANT fails to fulfill in a timely and proper manner its obligation under this AGREEMENT, or if CONSULTANT violates any of the covenants or stipulations of this AGREEMENT, the CITY then has the right to terminate this AGREEMENT by giving a five-calendar-day written notice to CONSULTANT.
The notice must refer to this clause, specify the nature of the alleged default, and specify the effective date of the termination. CONSULTANT will be paid a total amount equal to the service CONSULTANT has provided, to the CITY's satisfaction, as determined solely by the CITY, as of the termination date. In no event may the amount payable upon termination exceed the total maximum compensation provided in this AGREEMENT.
15. ASSIGNMENT AND SUBCONTRACTING. Neither party may assign or subcontract the rights or responsibilities under this AGREEMENT without the express, written consent of the other party, which may be withheld for any reason or for no reason.
16. STANDARD. CONSULTANT agrees that the services to be rendered pursuant to this AGREEMENT shall be performed i n accordance with the standards customarily provided by an experienced and competent professional organization rendering the same or similar services. CONSULTANT will re -perform any of said services that are not in conformity with industry standards, as determined solely by the CITY. CONSULTANT will be reli eved of its obligation to re-perform said services if the CITY does not notify CONSULTANT within 180 days after the completion of the non-conforming service.
17. RESOLUTION OF DISPUTES.
a. Disputes regarding the inte rpretation or appl ication of any provisions of this AGREEMENT must, to the extent reasonably feasible, be resolved through good faith negotiations between the Parties.
b. If any action, at law or in equity, is brought to enforce or to interpret any provisions of this AGR EEMENT, the prevailing party in such action s hall be entitled to recover reasonable attorney's fees, costs and necessary disbursements, in addition to such other relief as may be sought and awarded.
18. FORCE MAJEURE. The respective duties and obligations of the Parties hereunder are suspended whi le and so l ong as performance hereto is prevented or impeded by str ikes, disturbances, riots, fire, severe weather, government action, war acts, acts of God, or any other cause similar or dissimilar to the foregoing which are beyond the control of the party from whom the affected performance was due.
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19. NON-DISCRIMINATION AND EQUAL EMPLOY MENT OPPORTUNITY. In the performance of this AGREEMENT, CONSULTANT may not discriminate against any employee , subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation. CONSULTANT will take affirmative action to ensure that subcontractors and applicants are employed without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition, or sexual orientation.
20. SEVERABILITY. If any provision of this AGREEMENT is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions nevertheless continue in full force and effect without being impaired or invalidated in anyway.
21. GOVERNING LAW. This AGREEMENT is governed by and must be construed in accordance with laws of the State of California. In the event of litigation between the parties, venue of state trial courts lies exclusively in the County of Los Angeles. In the event of litigation in a U.S. District Court, exclusive venue lies in the Central District of California.
22. COMPLIANCE WITH LAWS.
a. CONSULTANT shall keep informed of, and comply with, State, Federal, and local laws, ordinances, codes, and regulations that in any manner affect the CONSULTANT's performance of this AGREEMENT. CONSULTANT shall at all times comp ly with such laws, ordinances, codes and regulations.
b. CONSULTANT shall obtain a CITY Business License prior to commencing performance under this AGREEMENT.
c. If CONSULTANT is an out-of-state corporation or LLC, it must be qualified or registered to do business in the State of California pursuant to the California Corporations Code.
d. The CITY , its officers, and employees, shall not be liable at law or i n equity occasioned by CONSULTANT's failure to comply with this Section.
23. NON-WAIVER. The CITY's waiver of any breach of any provision o f this AGREEMENT shall not be deemed a waiver of any other provision of this AGREEMENT, and shall not be deemed a waiver of any subsequent breach of the same provision or any other provision.
The CITY's payment to CONSULTANT shall not constitute a waiver of any breach or default which may then exist on the part of the CONSULTANT. The CITY's payment to CONSULTANT shall not impair or prejudice any right or remedy available to the CITY with regarding to such breach or default.
24. ENTIRE AGREEMENT. This AGREEMENT, together with Exhibits "A," "B," "C" and “D” supersede any and all other agreemen ts, either oral or in writing, between the parties with respect to the subject matter herein. Each party to th is AGREEMENT acknowledges that no representation by any party, which is not embodied herein, nor any other agreement statement or promise not contained in this AGREEMENT shall be valid and binding. Any modification of the AGREEMENT shall be effective only if it is in writing and signed by all Parties.
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25. Compliance with Economic Sanctions in Response to Russia's Actions in Ukraine
When funding for the services is provided, in whole or in part, by an agency controlled of the State of California, Consultant shall fully and adequately comply with California Executive Order N-6- 22 (“Russian Sanctions Program”). As part of this compliance process, Consultant shall also certify compliance with the Russian Sanctions Program by completing the form (Russian Sanctions Certification), attached hereto and incorporated herein by reference. Consultant shall also require any subconsultants to com ply with the Russian Sanctions Program and certify compliance pursuant to this Section.
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 IN WITNESS WHEREOF this Agreement is entered into by the Parties hereto on the dates set forth below.
CITY OF POMONA
By:_________________________________
Anita D. Scott, City Manager
Date: ________________________
CONSULTANT
By: ________________________________
Print:_______________________________
Its: ________________________________
Date: ________________________
ATTEST
____________________________________
Rosalia Butler, City Clerk
APPROVED AS TO FORM:
____________________________________
By: Marco Martinez, City Attorney
Approved by City Council on
John Till
CFO
11/7/2025
International Cybernetics Company, LP dba
IMS Infrastructure Management Services
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EXHIBIT “A”
SCOPE OF SERVICES
The parties acknowledge and agree that the scope of work described in Exhibit B, Exhibit C1, Exhibit C2, Exhibit D1, Exhibit D2, Exhibit C3, Exhibit D1, Exhibit D2, and Attachment E (previously provided to the Consultant and on file with the City) is incorporated by reference as part of this agreement.
Task 1. a. Overview, Consultant Project Supervision/Management, and Schedule
The Consultant shall manage and supervise this project to provide the City of Pomona an updated and complete 2025-2028 Pavement Management Program in accordance with this scope of services.
The Consultant shall conduct, instruct, and implement Pavement Analysis and Asset Management Inventory for publicly maintained roadways, arterial streets (major and minor), collector streets, local streets, residential streets, and alleyways (alleys are optional services).
The Consultant shall provide the City of Pomona with an updated and comprehensive Pavement Management Program report and documentation, broken down with an annual forecast of PCI’s for the City’s Streets (and Alleys, as optional services) from present to 5, 10, 15, and 20 years into the future, that will be submitted to the Los Angeles County Metropolitan Transportation Authority (METRO). Additionally, the consultant shall generate reports as detailed in this scope of work requested to further evaluate a specific group or area for planning future pavement rehabilitation projects. The Consultant shall complete Tasks 1 through 7 below within 12 weeks from the date of the Notice To Proceed), the remaining Tasks 8 through 10 shall be completed by the Consultant within an additional 6 weeks, and all weeks (schedule/time for completion) shall be counted continuously – except when submittal of the draft final and revised draft final reports are submitted in which cases the count shall be tolled (paused) for 1 week during City’s reviews of the draft/revised final report.
Task 1. b. Kickoff and Progress Meetings
The Consultant shall manage the project and coordinate the work with the City representative, the City Project Manager, and sub-consultants. The Consultant shall contact the City Project Manager on a weekly basis so the Project Manager is kept current with the status of the project.
The Consultant shall hold a kickoff meeting with the City representatives to review the project and establish action plans for completing the PMP. Additional meetings shall be held when the program is 30%, 65% and 100% complete.
Task 2. Survey and Populate PMP Database
The City currently has a MicroPaver database and software (v. 7.0.10) that was last updated approximately three years ago. Based on the Consultants survey, this task shall include updates by the Consultant to the City’s existing database and software so that City staff shall have a current and up-to-date Pavement Management Program and database, that shall allow for user-friendly generation of reports, and preparation of maps for all the City’s pavement management needs. The Consultant shall provide confirmation that the total length of street centerline millage is consistent in both the GIS(Esri) and the PMP database. Any new streets accepted by the City or those that exist but have been left out of the previous database shall be entered into the new database by the Consultant.
Deliverables by Consultant:
• Update with processed automated pavement data that shall be collected by Consultant for Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 all streets (and alleys as optional service), provide, and install two (2) activations on two separate work stations in City of Pomona City Hall of latest version of MicroPaver (latest version shall be v. 7.1.3 or higher; City’s current version is 7.0.10), and make said MicroPaver programs operable by City Staff.
• Pavement Condition Program Report signed, sealed and dated by a State of California registered Civil Engineer, containing all scenarios as required in this scope of services, and broken down with an annual forecast (each year) of PCI’s for the City’s Streets (and Alleys, as optional services) from present to 5, 10, 15, and 20 years into the future.
• Provide one (1) electronic version of the PMP report in Microsoft Excel format for import into the City’s GIS(Esri) system.
• Provide draft reports with maps.
• Development of a comprehensive final report with tables and figures and maps to summarize the condition of the current street system, and recommended needs. The Report shall contain all collected pavement data, pavement condition, recommended maintenance activities, and estimated costs for current and future years. The Report shall be stamped, signed, and dated by a current licensed State Of California registered Civil engineer.
• Generate and provide reports for all scenarios required on an as-directed/requested basis on a specific group, or area with needed treatment maps and estimated costs.
• Perform and provide GIS(Esri) clean up services to independently verify proper segmentation of the City’s street (streets work as base proposal services) (and alleys as optional services) network.
• Perform and provide roadway functional classification review and updates and reports to independently verify proper functional classification of the City’s street (and alleys as optional services) network.
• Perform and provide polygon to polyline conversion, for proper GIS (Esri) and PMSS operation, of the City’s street (and alleys as optional services) network.
• Provide all original format and pdf files of all data and all work produced as a result of the Consultants efforts and all their sub-contractors/sub-consultants efforts on this project (the contract scope of work/scope of services).
• Provide additional Data Deliverables – see in section below.
• Provide Pavement Management Spreadsheet Software (PMSS), in Microsoft Excel format based solution software, for pavement management planning without special/PAVER or similar software. The PMSS in Excel format shall be ‘Easy Street Analysis (ESA)’ as provided by ICC-IMS (International Cybernetics Company, LP – Infrastructure Management Services, LLC), or equal.
• Data Quality Management Plan (DQMP) report stamped, signed, and dated by a current licensed State Of California registered Civil engineer.
• All automated data collected, GIS(Esri) data, all other work documents and all files produced by the Consultant, which shall become the property of the City.
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Information provided by the City:
• Prior PMP maps, prior PMP digital files, and historical information.
Task 3. Automated Pavement Condition Data Collection
The City of Pomona maintains a public road system consisting of approximately 351 centerline miles of paved roads/streets and approximately 48 centerline miles of alleys. Based on the City of Pomona’s collection methodology, the total mileage surveyed is expected not to exceed approximately 1,853 lane miles of alleys and streets/roads. Lane miles include parking lanes and center turn lanes, in addition to all other through lanes. Table 1 below is a summary of all streets/roads and alleyways within the City of Pomona that the City maintains.
Milage Verification, Condition Surveys, and Pavement Condition Index (PCI) Calculations
The Consultant shall independently verify, through automated data collection and Consultant’s own analyses, the following categorized characteristics of the City’s existing streets (and alleys as optional services) network for report purposes, and shall provide same to City as part of the Consultant’s report:
* City-wide by functional class
** Characteristic stated (Lane Miles or PCI) by functional class And Council District
The surveys will be performed in accordance with ASTM D6433.
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 Technical and Special Requirements
Consultant shall collect automated pavement condition data for all streets/roads and alleyways (alleys services are to be listed separately as optional services) within the City of Pomona that the City maintains. The awarded Consultant/contractor shall provide the following for all said (City Maintained) streets and alleys(alleys as optional services) in the City:
• Data quality management plan (DQMP) including equipment calibration and verification plan • Automated measurement of pavement condition data, including:
o International Roughness Index (IRI) with equipment meeting ASTM E950, ASTM E1926, and AASHTO R56
o Asphalt surfaces: rutting, cracking (transverse, longitudinal, and alligator/pattern), raveling, patching, and potholes
o Concrete surfaces: faulting, cracking (durability, linear, corner breaks), patching, corner spalling, and assessed slab count
o Total crack length and average crack width shall be measured and severities assigned per ASTM D6433
o PCI shall be calculated for the above distresses following ASTM D6433
o Crack density, Pavement Surface Cracking Metric (PSCM), and Pavement Surface Cracking Index (PSCI) shall be calculated per ASTM E3303
• Crossfall and grade
• GPS coordinates and date-time associated with all data streams
• Data summarized and aggregated to block-to-block segments by Consultant, with prior segments to be identified by the City of Pomona GIS
• Asset inventory from right of way (ROW) images [optional]
The Consultant shall provide a work plan to show how the Consultant plans to accomplish the work relative to methodology, tools, personnel, phasing, etc. The work plan shall provide a Gantt chart indicating the different tasks that the Proposer anticipates undertaking with the approximate start and end dates relative to the Notice to Proceed.
Data Quality Management Plan (DQMP)
The Consultant shall also include information on the Consultant’s standard quality management (including Proposer’s sample DQMP) and how this meets the quality requirements given in the Quality Management section below. To ensure the quality of the data, this DQMP defines the criteria and processes that will ensure that data meets specific quality objectives throughout the project lifecycle.
The required DQMP shall include, at a minimum:
• Explanation of how each measurement type is made by the vendor’s equipment and software
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 • The accuracy and repeatability of each measurement made by the vendor
• Explanation of how the accuracy and repeatability of each measurement type was Determined
• Methods and processes for data collection equipment calibration and certification
• Data quality control measures to be conducted before data collection begins and periodically during the data collection program
• Data sampling, review and checking processes
• Error resolution procedures and data acceptance criteria
General
The automated survey shall be performed using a Class 1 Profiler and 3D Laser Crack Measurement System (LCMS) with acquisition interval set to no greater than 2mm for all paved alleys and roads under agency maintenance.
Network Scope Definition and Frequency
All local/residential alleyways and roads shall be surveyed in one direction. All Arterial and Collector roads shall be surveyed in both (two different) directions. In general, the right-most through lane shall be surveyed. The pricing for this segment of the scope of services/work shall assume the above quantity, but the cost proposal shall be stated in terms of cost per lane mile with extensions shown based on the number of lane miles stated in this RFP and resulting sub-totals and totals of these costs also shown in the Consultants proposed fees.
Location Referencing
The City of Pomona will provide the selected Consultant with a GIS shape file or geodatabase that includes all road and alley segments to be surveyed. Consultant shall perform and provide polygon to polyline conversion, for proper GIS(Esri) and PMSS operation, of the City’s street (and alleys as optional services) network. All survey data collected shall be delivered by the Consultant in tabular data format, with the GIS(Esri) ID included (so that it can be related back to the GIS(Esri), summarized and aggregated to both block-to-block segments and 6-foot intervals as well as by street segments (street segments to be approved by the City). The start and end points for each record shall include the latitude and longitude coordinates in WGS84 coordinate system. All location attributes are to be captured by the Consultant according to the Data Dictionary.
In developing the PMP, the Consultant shall not modify or change the street segments without prior written approval from the City. If the Consultant identifies a segment that needs to be modified, they shall bring it to the attention of the City, and request permission to make the change. Consultant shall perform segment modifications only as noted herein, and the City shall have final approval on any segment modification.
Specifications
Consultants shall describe how they meet the following specifications for methodology and equipment in their proposal:
Survey Data
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All data shall be collected in the right-most through lane. Exceptions shall be noted and logged. The Consultant shall describe how exceptions and invalidations will be handled in the delivered data.
Included in the exception list shall, at a minimum, be indicators of:
• bridges;
• railway crossings;
• lane deviations; and
• construction zones.
Data shall be collected for the items and in the format specified in the Data Dictionary. Data shall be collected according to the DQMP(Data Quality Management Program). This includes specific protocols required for equipment and methods of collecting the data. In addition, the Consultantshall provide an exception report, listing all the network segments that were not collected, and the reason why collection was not completed.
Equipment
General
• Consultant shall use a fully integrated system designed to collect all data in a single pass, for streets with two through-lanes and two parking lanes, by synchronizing all data to a single point of reference in the field (with no post-processing) and provide to the City all resulting data; and, Consultant shall make a least one pass in each direction (two passes minimum:
one in each direction) to collect all data in a similarly synchronized manner for all streets with multiple through-lanes and provide to the City all resulting data.
The pavement condition survey will be performed using an IrisPRO Pave™ data collection system or equal as determined by the City. The data collection system shall be equipped with an inertial profiler, a second-generation or later Laser Crack Measurement System (LCMS-2), a Forward Looking Infrared (FLIR) Ladybug5+ 30MP 360-degree camera or later, and an iXBlue A7 or OxTS INS with DGPS or later.
Digital Laser Profiler (also applies if collecting roughness using LCMS-2) • Consultant shall use a Class 1 Profiler and meet the standards for roughness collection to be provided as specified in the Data Quality Management Plan (DQMP).
3D Laser Crack Measurement System (LCMS-2)
• Consultant shall use a 3D Laser Crack Measurement System and shall collect and provide Rutting (full transverse pavement measurement covering a pavement width of 12 feet), 3D surface profile, pavement roughness, automated crack detection classification and categorization, and automated pothole classification. All measurements shall meet the standards specified in the DQMP.
Location Measurement
• Consultant shall use a Differential Global Positioning System (sub-meter accuracy) backed up by inertial system in case of loss of GPS, and provide all resulting data.
• Consultant shall use a Distance Measuring Instrument (DMI) accurate to 0.5% of travelled distance, Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 and provide all resulting data.
Digital Imaging System
• Consultant shall use cameras that shall be calibrated for scale measurement of visible assets to be inventoried geospatially from the images now or in the future with an accuracy of +/- 3 feet and provide to the City all resulting data.
• Consultant shall use High-resolution (minimum 12 MP), roof-mounted digital cameras for asset extraction and provide to the City all resulting data.
• Consultant shall use and provide magery to be integrated with pavement data using the same geo- location system and provide to the City all resulting data.
Integrated Viewing Software
• Consultant shall use and provide software to access to view and to export survey data, including synchronized pavement and ROW imagery through a data viewer application that allows users to navigate through collected data and view the distresses on the road surface, individual images, as well as summarized data and output graphs.
• Consultant shall provide detailed downward pavement imagery data and ROW imagery either exportable from the software or said imagery shall be delivered on one or more hard drives for later use.
• Consultant shall provide and make usable to City staff software that shall allow the user to specify the location to be viewed using both the map interface (point and click) as well as by selecting neighborhoods, council districts, road names, and other locator attributes present in the Agency GIS.
• Consultant shall provide data on portable hard drives (primary and back up copies) that shall be accessible and useable by the City with no need to install additional software.
• Software access shall be provided by Consultant up through December 2028.
Consultant shall provide licensing terms for all software.
• Consultant shall provide all software license and data hosting costs under the terms of the contract up through December 2028.
Post Processing
• Consultant shall ensure recorded information shall have the necessary resolution and accuracy to allow post-processing to extract additional inventory or condition at a later date.
Quality Management
Consultant shall provide both quality control (QC) and quality assurance (QA) which shall ensure that collected pavement condition data is accurate and repeatable. Consultant shall provide and be responsible for QC and QA of the data and shall deliver an initial calibration verification report to the City’s Project Manager according to the Consultant’s DQMP prior to being allowed to proceed with the main data collection. Consultants shall include a sample Data Quality Management Plan (DQMP) with their proposal. Data shall be collected in accordance with the DQMP with possible bad data flagged.
Data Deliverables
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 The following data deliverables shall be provided by the Consultant:
• Data Quality Management Plan and calibration report: report showing accuracy and repeatability specifications have been met based on the DQMP
• Initial Data Collection Segment Data set: initial delivery of survey data of 5-10 miles of data collection segments (in both block-to-block segments and approximately 6-foot segments) in the format specified in the Data Dictionary
• Final Data Collection Segment Dataset: final delivery of survey data in the format specified in the Data Dictionary
• Final delivery of QC results showing any flagged possible data problems
• Consultant shall provide and City shall own all data, imagery, and reports & analyses in original file formats as well as processed file formats for all work completed by the Consultant as part of this project. Also, processed data shall be delivered by the Consultant to the City in Microsoft Excel as City compatible Geodatabase formats.
Task 4. Maintenance and Rehabilitation (M&R), History, and Decision Tree
A list (in Excel file format) andr map (in PDF format and City GIS system compatible format) of all maintenance and rehabilitation work completed within the past four (4) years will be provided by the City, and the Consultant shall enter that information into the database. The Consultant shall obtain recent fully loaded cost information from the City (not just construction costs) for recent projects that include similar work.
The Consultant shall identify the type of maintenance, rehabilitation, or replacement treatments required for each street segment, and the fully loaded estimated costs of performing these treatments as well as alternative treatments. Current fully loaded unit costs for the various types of maintenance and repair work shall be calculated, and added to the database by the Consultant.
The Consultant shall meet with City staff to establish treatment types and associated costs for use in the M&R decision tree.
A list of street-network needs shall be generated by the Consultant and updated within the MicroPaver program provided to the City by the Consultant, and included in the final report for the project.
Task 5. Budgetary Analysis and Reports
In this task, the Consultant Shall perform and provide budget scenarios to develop a cost effective maintenance program. A draft PMP report shall be prepared and submitted by the Consultant to the City for review and comment. The Consultant shall provide an engineering discussion with the priority listings in the report, forecasted 5-year resulting PCIs by street functional classification as well as for network (without alleys and with alleys as optional services), as well as several sets of priorities and benefit/cost analyses listing scenarios for determining the order and timing of street rehabilitation projects. Maps shall be provided by the Consultant in PDF files and printed hard copy in color on 36inch x 36inch white background stock roll paper, as well as digital: both PDF and City GIS Systems compatible formats. Reports shall provide executive summaries, detailed engineering discussions, and detailed financial & budgeting discussions, and reports shall also provide descriptive before PCI and after PCI discussions for each funding scenario on total network basis (without alleys, and with alleys as optional services) as well as on separated functional classifications of streets basis for each Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 street classification for each year of the forecasted 5 year funding scenarios.
The Consultant Shall develop and provide a Draft PMP for the City to review and comment on that shall include all the sections, information, reports, and information similar to the prior 2022-2025 PMP Sample Report for the conditions & data updated by the Consultant that shall also include the following:
• Purpose statement for PMP to establish goals and objectives.
• Assessment of the current and projected pavement condition (condition analysis and prediction modeling).
• Separate PCI appendices for all street segments organized for streets in City based on:
a. All Streets Alphabetical listing by street name
b. All Streets listing in PCI order
c. Arterial Streets listed by Alphabetical street name
d. Collector Streets listed by Alphabetical street name e. Residential/Local Streets listed by Alphabetical street name f. AS OPTIONAL SERVICE: Alleys listed Numerically by Alley Number (Map of Alley Numbers to be provided by City)
• Determine various budget scenarios for maintenance and repair projects. The City shall provide dollar amounts of funding sources for the various scenarios at the kick-off meeting.
Funding Scenarios (Provide Project Funding Scenarios as follows):
In the various scenarios, the Consultant shall provide detailed reports and maps listing and showing specific street segments that would be rehabilitated with the type of rehabilitation treatment clearly stated, and utilizing SB-1, Measure M, Measure R and Vehicle Impact Fees funds solely for the maintenance of local streets; while funding sources from Gas Tax, Prop A, Prop C, Surface Transposition Program-Local (STPL), and special grants will be used for the maintenance of collectors and arterials. The City will provide a map (in pdf format) that will illustrate the paving history of the City of Pomona.
In addition to the Pavement Management Program update, the Consultant shall also formulate and provide lists and maps of streets that are grouped together and that are in contiguous areas (tracts/subdivisions or similar) agreed upon by the City (for conservation of construction mobilization efforts/costs and to help avoid residents/property owner complaints)*, incorporating all connecting streets within the cluster that have clear and identifiable end points, for example starting and ending the segment at collector or arterial, and the street groupings should generally have similar PCIs. Refer to examples listed in Exhibit “A”. *For this part of the scope of services, Consultant shall avoid providing scenarios where only part of a street or only some streets in an otherwise contiguous neighborhood area are planned for rehabilitation. In addition to running conventional street rehabilitation reports ‘scenarios’ (see various scenarios described below) based on PCI’s & funding but not based on the aforesaid groupings/neighborhoods, the Consultant shall also run three(3) different interactions of the below scenarios taking into account PCI’s, funding, and groupings/neighborhoods (i.e. ‘Scenarios by Groupings/Neighborhoods’). Scenarios by Groupings/Neighborhoods shall also provide detailed reports and maps listing and showing specific street segments that would be rehabilitated with the type of rehabilitation treatment clearly stated for the various funding scenarios.
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 Included in the scenarios mentioned below ‘Zones’ are City Council Districts, and the Consultant shall provide reports, files, and maps detailing the following:
LOCAL STREETS, ARTERIAL AND COLLECTORS (each street classification type listed separately, and/also separately listed by the following):
• Budget PCI
• Maintain PCI
• Increase PCI
• Annual Funding Projections: $4 Million, $5 Million, $6 Million, $7 Million, $10 Million, & $15 Million
Each of the above Budget, Maintain, and Increas PCI scenarios shall be provided for all of the street classifications and for each of the separate funding projections $4M, $5M, $6M, $7M, $10M and $15M (without alleys, and with alleys as optional services).
LOCAL STREETS
• Scenario 1 – Provide maps and reports for recommended rehabilitation methods of local streets for Zone 1
• Scenario 2 – Provide maps and reports for recommended rehabilitation methods of local streets for Zone 2
• Scenario 3 – Provide maps and reports for recommended rehabilitation methods of local streets for Zone 3
• Scenario 4 – Provide maps and reports for recommended rehabilitation methods of local streets for Zone 4
• Scenario 5 – Provide maps and reports for recommended rehabilitation methods of local streets for Zone 5
• Scenario 6 – Provide maps and reports for recommended rehabilitation methods of local streets for Zone 6
• Scenario 7 - Same as scenario 1, with alternate funding amounts. • Scenario 8 - Same as scenario 2, with alternate funding amounts. • Scenario 9 - Same as scenario 3, with alternate funding amounts. • Scenario 10 - Same as scenario 4, with alternate funding amounts. • Scenario 11- Same as scenario 5, with alternate funding amounts. • Scenario 12- Same as scenario 6, with alternate funding amounts.
ARTERIALS AND COLECTORS
• Scenario 13– Produce maps and reports for recommended rehabilitation methods of arterials and collectors for Zone 1
• Scenario 14 – Produce maps and reports for recommended rehabilitation methods of arterials and collectors for Zone 2
• Scenario 15– Produce maps and reports for recommended rehabilitation methods of arterials and collectors for Zone 3
• Scenario 16 – Produce maps and reports for recommended rehabilitation methods of arterials and collectors for Zone 4
• Scenario 17 – Produce maps and reports for recommended rehabilitation methods of arterials and collectors for Zone 5
• Scenario 18 – Produce maps and reports for recommended rehabilitation methods of arterials 8nd collectors for Zone 6
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 • Scenario 19 - Same as scenario 13, with alternate funding amounts. • Scenario 20- Same as scenario 14, with alternate funding amounts. • Scenario 21- Same as scenario 15, with alternate funding amounts. • Scenario 22- Same as scenario 16, with alternate funding amounts. • Scenario 23- Same as scenario 17, with alternate funding amounts. • Scenario 24- Same as scenario 18, with alternate funding amounts.
ARTERIALS AND COLECTORS AND LOCAL STREETS
• Scenario 25– Produce maps and reports for recommended rehabilitation methods of arterials and collectors and local streets for Zone 1
• Scenario 26– Produce maps and reports for recommended rehabilitation methods of arterials and collectors and local streets for Zone 2
• Scenario 27– Produce maps and reports for recommended rehabilitation methods of arterials and collectors and local streets for Zone 3
• Scenario 28 – Produce maps and reports for recommended rehabilitation methods of arterials and collectors and local streets for Zone 4
• Scenario 29 – Produce maps and reports for recommended rehabilitation methods of arterials and collectors and local streets for Zone 5
• Scenario 30 – Produce maps and reports for recommended rehabilitation methods of arterials and collectors and local streets for Zone 6
• Scenario 31- Same as scenario 25, with alternate funding amounts. • Scenario 32 - Same as scenario 26, with alternate funding amounts. • Scenario 33 - Same as scenario 27, with alternate funding amounts. • Scenario 34- Same as scenario 28, with alternate funding amounts. • Scenario 35- Same as scenario 29, with alternate funding amounts. • Scenario 36- Same as scenario 30, with alternate funding amounts.
ALLEYS (Consultant shall Propose ALLEYS & ALLEY WORK as OPTIONAL Service) • Scenario 37– Produce maps and reports for recommended rehabilitation methods of alleys for Zone 1
• Scenario 38– Produce maps and reports for recommended rehabilitation methods of alleys for Zone 2
• Scenario 39– Produce maps and reports for recommended rehabilitation methods of alleys for Zone 3
• Scenario 40 – Produce maps and reports for recommended rehabilitation methods of alleys for Zone 4
• Scenario 41 – Produce maps and reports for recommended rehabilitation methods of alleys for Zone 5
• Scenario 42 – Produce maps and reports for recommended rehabilitation methods of alleys for Zone 6
• Scenario 43- Same as scenario 37, with alternate funding amounts. • Scenario 44 - Same as scenario 38, with alternate funding amounts. • Scenario 45 - Same as scenario 39, with alternate funding amounts. • Scenario 46- Same as scenario 40, with alternate funding amounts. • Scenario 47- Same as scenario 41, with alternate funding amounts. • Scenario 48- Same as scenario 42, with alternate funding amounts.
Task 6. GIS Linkage and Mapping, as well as Pavement Management Spreadsheet Software
The Consultant shall provide exhibit maps of streets depicting various ranges of overall condition- index using the criteria based on MicroPaver data. These maps shall be provided to the City by the Consultant digitally as GIS(Esri) and PDF files, and shall also be provided to the City by the Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 Consultant in the back of each final report printed hard copy in color on 36inch x 36inch white background stock roll paper.
The Consultant shall ensure that the PMP database is linked to the City’s GIS(Esri), so that maps and exhibits can be prepared for use in developing a work plan. The City will provide street and alleyway GIS(Esri) shape files or geodatabases that includes all segments for this purpose, and Consultant shall produce and provide to City polygon to polyline conversions. GIS(Esri) format shall be organized so that streets and alleyways mapping is separate with separate maps, but that the two can also be combined into one single map with both streets and alleyways represented.
Consultant shall also provide Pavement Management Spreadsheet Software (PMSS), in Microsoft Excel format based solution software, for pavement management planning without special/PAVER or similar software. The PMSS in Excel format shall be ‘Easy Street Analysis (ESA)’ as provided by ICC-IMS (International Cybernetics Company, LP – Infrastructure Management Services, LLC), or equal. The PMSS shall be capable of customizable prioritization as well as cost budget analysis. The PMSS shall not expire and this Excel based software shall be provided to the City for the City’s use in PMP work and to allow the City to use and manipulate the data provided on an on-going baisis. The PMSS shall be loaded onto at least two(2) different City computer desktop stations and linked with the data from this project by the Consultant for use by the City. Consultant shall also provide two(2) hours of training on two(2) different dates virtually for five(5) City staff, members.
Task 7. Final Report
The Consultant shall prepare and provide to the City a final report that shall include the Consultant’s methodology findings, recommendations, and legible colored map exhibits presented in a single comprehensive document.
A total of three (3) hard color copies of the draft final report shall be submitted to the City for review and comment. Consultant shall address City review comments to the City’s satisfaction and revised reports also prepared and provided by the Consultant to the City with three (3) hard color copies for review and any further comment, and then upon City approval of the revised report the Consultant shall provide to the City (8) bound color copies of the corrected final report. Consultant shall also provide with the draft final, revised final, and final reports same report and information in digital format (Word, Excel, GIS(Esri), and PDF) to the City.
The Consultant shall deliver an updated final report containing all relevant background information within the schedule mentioned in Task 1 above after a Notice to Proceed has been issued, which shall include, but is not limited to:
• Summary outlining completed project;
• Methodologies utilized for field survey and budget analysis; • Work history of completed street maintenance and rehabilitation; • Current PCI;
• Condition distribution by functional road classification; • Projected annual road maintenance repair and rehabilitation programs for all streets over a five-year, or greater, period based on scenarios 1 through 9 (see Task 5 for various funding options);
• Analysis that allows City to measure impact of cost on deferred maintenance; • Analysis and discussion of analysis for each of at least the three different Maintain PCI, Increase PCI, and Budget PCI funding scenarios as well as at least four other specific funding scenarios GIS map exhibits and program scenarios as required; Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 • Present and future PCI ratings and a five-year work program. (before and after PCI ratings shall be provided for each of the individual street classifications and the network total - without alleys and with alleys as optional services – for all the different funding scenarios; • All work and scope of services completed for Tasks 1 through 7 above.
Task 8. Support Services - Planning Specific Future Pavement Rehabilitation Projects
Upon request by the City, the Consultant shall generate and provide additional reports of alternative scenarios on a specific group or area identifying needed treatment. Reports shall include cost estimates of the work. The specific group or area data will correspond to the data on the original map.
The Consultant shall propose on this work as follows:
Provide four (4) additional reports as requested following the sample format of alternative scenarios provided:
• Produce & Provide maps and reports for recommended rehabilitation methods of Local/Residential, Collector, Arterial, and/or Alleys.
(1) Group or area to be determined.
(2) Funding amount to be determined.
Task 9. Training and Technical Support
The Consultant shall provide:
(1) 8-hours of training on the PMP software and GIS linkage at the City; Training shall include an exercise in the process of compiling data, downloading data and updating data. The Training shall consist of (2) 4-hour training periods.
(2) Up to 40-hours of technical support for one year upon completion of the project.
Task 10. Presentation to the City Council (Optional)
The Consultant shall prepare, provide, and attend and present a Powerpoint presentation to the City Council based on the results of the analysis.
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 EXHIBIT “B”
FEE SCHEDULE / COMPENSATION
Hourly rates and charges shall remain fixed for the duration of the Master Agreement, and any extensions thereto, except for positions subject to prevailing wages set by the Department of Industrial Relations.
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3
ATTACHMENT B
WRITTEN DETERMINATION
(Page 1 of 2)
I, Anita D. Scott , City Manager of the City of Pomona ("CITY"), have made the following determination with regard to economic interest disclosure requirements for International Cybernetics and Infrastructure Management Services (ICC-IMS) pursuant to the Conflict of Interest Code adopted by CITY:
[x] CONSULTANT shall d isclose its economic interest pursuant to the broadest disclosure category in the Code. (CATEGORY I*)
[ x ] CATEGORY I: Business interests and Investments
[ ] CONSULTANT has been hired to perform a range of duties that are limited in scope and thus CONSULTANT is not required to comply with the broadest disclosure category requirements. Based on the Scope of Services set f orth in Exhibit "A," of the Agreement, CONSULTANT need only provide economic interest disclosure under the following categories* :
[ ] CATEGORY II: Supply Sources
[ ] CATEGORY Ill: Contractors
[ ] CATEGORY IV: Geographic location
*A full explanation of each o f these disclosure categories is found on page 2 of this Exhibit.
[ ] CONSULTANT is not required to comply with Disclosure requirements based on the following:
[ ] Duties of CONSULTANT under this AGREEMENT are not applicable to Conflict of Interest Code
[ ] Other: _______________________________________
Date: ________________ ___________________________________ Anita D. Scott, City Manager
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3
ATTACHMENT C
ADDENDUM NO. 2
August 12, 2025
TO: All Bidders
RE: Addendum for RFP 2025-22 “Pavement Management Program (PMP) (FY 2025-2028)”, Consulting Services
The attached Addendum 2 ( 7 Pages, with this cover letter) revises the RFP/Contract Documents:
RFP 2025-22 “Pavement Management Program (PMP) (FY 2025-2028)”, Consulting Services
Please incorporate the revision in your proposal/bid document, certify on Proposal Bid Security form, and acknowledge receipt of Addendum No. 2 . Failure to acknowledge receipt of the Addendum may result in rejection of your proposal/bid.
Sincerely,
___________________________
Ed Segura
Purchasing Manager
Attachment
cc: I:\Public Works\E-Office\20 Engineering\20 Special Projects\25-Pavement Management Program
ADDENDUM NO. 2
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3
CITY OF POMONA
PUBLIC WORKS DEPARTMENT
“PAVEMENT MANAGEMENT PROGRAM (PMP)
(FY 2025-2028)
CONSULTING SERVICES
RFP No. 2025-22
August 11, 2025
REVISIONS TO RFP/CONTRACT DOCUMENTS AND SPECIFICATIONS AND REVISION OF BID SCHEDULE The Bidder shall acknowledge the Confirmation of Receipt of Addendum No. 2 for the subject project. The RFP bid document shall hereby be revised accordingly with the following revisions:
ADDENDUM NO. 2
CITY OF POMONA
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3
PUBLIC WORKS DEPARTMENT
PAVEMENT MANAGEMENT PROGRAM (PMP)
(FY 2025-2028)
CONSULTING SERVICES
RFP No. 2025-22
The following changes shall be made part of the RFP/Contract Documents:
Item #1
Add, Attachment E: MicroPAVER 7.0.10 Files (see Addenda/Documents tabs in Planet Bids)
Item #2
NOTE: With the addition of the prior Addendum 1, and this Addendum 2: Attachment “E”: MicroPAVER
7.0.10 Files, the City has provided all information per the scope of work to be provided by the City. If any further information is needed from the City for potential consultants to perform the scope of work potential consultants shall request the additional information needed immediately (submit Questions in Planet Bids for this project requesting the additional information needed as part of the RFP procurement process).
Item #3
Clarification: For Alleys Shape Files referenced as Exhibits D1 & D2, please also see alleys information included in Exhibit C3.
Item #4
All Alleys work shall be proposed on as ‘Optional Services 1: Alleys”
In the originally published RFP, prior to this Addendum 1, the Base scope of work is all the scope of work EXCEPT work for Alleys.
Corresponding separately identified task costs for ‘Optional Services 1: Alleys’ shall be provided for Alleys work per the scope in the originally published RFP, prior to this Addendum 1.
Item #5
Prospective Consultants shall also propose to provide ‘Optional Services 2: Lidar – FOR STREETS’, with corresponding separately identified task costs for ‘Optional Services 2: Lidar – FOR STREETS’.
Consultants shall propose use of LiDAR (Light Detection and Ranging) equipment and methods for the Base Scope of Work, and shall clearly state in their proposal if this option is chosen by the City if the corresponding cost is instead/in-place of the Base Cost or if it is in addition to the Base Cost.
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 This LiDAR (Light Detection and Ranging, Or Equal) work shall provide relative accuracy to a tolerance of +
0.5 cm (plus or minus one-half centimeter) or less for widths of streets (curb face to curb face), and all other dimensions provided.
This LiDAR (Light Detection and Ranging, Or Equal) work shall also provide GEOSPATIAL (GPS/GNSS) locational absolute accuracy to a tolerance of + 1 m (plus or minus one meter) or less.
Item #6
Prospective Consultants shall also propose to provide ‘Optional Services 3: Lidar – FOR SIDEWALKS’ with corresponding separately identified task costs for ‘Optional Services 3: Lidar – FOR SIDEWALKS’.
Consultants shall propose the use of LiDAR (Light Detection and Ranging, Or Equal) equipment and methods for identifying all sidewalk and sidewalk ramp deficiencies, defects, condition index, and reporting (reporting similar to the base scope of services and scenarios for streets), as well as all sidewalk existing widths on a minimum 10 foot interval, i.e. widths of the sidewalks a maximum of each 10 feet of length along the sidewalks) in accordance with the ADA (Americans with Disabilities Act), and PROWAGS (Public Right-of- Way Accessibility Guidelines) as promulgated by the U.S. Department of Transportation (DOT), Access Board (AccessBoard.gov), United States Department of Justice (DOJ), Federal Highway Administration FHWA, and per the City of Pomona ADA Transition Plan (see City web site for City’s ADA Transition Plan .
Lidar sidewalk work and data shall be accomplished with the use bicycle (or e-bike) with trailer or tricycle (e- tricycle) mounted lidar equipment that shall travel on the sidewalks when collecting data and measurements for the sidewalks.
This LiDAR (Light Detection and Ranging, Or Equal) work shall provide relative accuracy to a tolerance of +
0.5 cm (plus or minus one-half centimeter) or less for widths of sidewalks (edge to edge), and all other dimensions provided.
This LiDAR (Light Detection and Ranging, Or Equal) work shall also provide GEOSPATIAL (GPS/GNSS) locational absolute accuracy to a tolerance of + 1 m (plus or minus one meter) or less.
Item #7
Prospective Consultants shall also propose to provide ‘Optional Services 4: Lidar – FOR ALLEYS’ with corresponding separately identified task costs for ‘Optional Services 4: Lidar – FOR ALLEYS’.
Consultants shall propose the use of LiDAR (Light Detection and Ranging, Or Equal) equipment and methods for identifying all Alleys similar to the base scope of services and scenarios for streets).
This LiDAR (Light Detection and Ranging, Or Equal) work shall provide relative accuracy to a tolerance of +
0.5 cm (plus or minus one-half centimeter) or less for widths of alleys (edge to edge), and all other dimensions provided.
This LiDAR (Light Detection and Ranging, Or Equal) work shall also provide GEOSPATIAL (GPS/GNSS) locational absolute accuracy to a tolerance of + 1 m (plus or minus one meter) or less.
Item #8
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 Increased Absolute Accuracy
Prospective Consultants shall also propose to provide ‘Optional Services 5: Conventional Survey Control for Increased ABSOLUTE Accuracy of Lidar – FOR STREETS & SIDEWALKS & ALLEYS’. For this work Consultant shall propose conventional survey work placing physical vertical and horizontal control benchmark targets each 650 feet of street centerline, as well as horizontal ties to the nearest existing front property line corners on both sides of the street at each of the 650 foot benchmark target locations as well as horizontal ties to all the front property line corners at intersections (4 different corners at a typical cross intersection, and 3 different corners at a typical ‘T’ intersection). The consultant shall make every effort to make the vertical and horizontal control benchmark targets at each 650 feet of street centerline occur at street intersections as possible (a horizontal tolerance of + 100ft, plus or minus 100 feet, will be allowed for control targets to be placed at intersections instead of at exactly 650 feet apart). The Consultant shall perform this work in a manner that will allow the City to merge existing Los Angeles County Assessor parcel maps in GIS with the LiDAR data for streets and sidewalks and alleys which shall in turn allow the City to have a working GIS system* that will show streets curb to curb as well as sidewalks & alleys edge to edge in relationship to the existing rights-of-way (front property/parcel lines) continuously along all streets and alleys with GEOSPATIAL (GPS/GNSS) locational absolute accuracy to a tolerance of less than +0.1 foot (less than plus or minus one-tenth of a foot), and if additional conventional survey control target benchmarks are needed to obtain this level of absolute accuracy for these GIS features then Consultant shall also provide the needed additional conventional survey control target benchmarks and all related work.
Item #9
The City may choose any, some, or none of the Base or Optional services and may also choose Optional Services in lieu of Base Services.
Item #10
The original RFP estimated cost is for the original RFP and Optional Services 1 scope of work. No further estimates of cost are available at this time for the additional Optional Services in this Addendum 2.
Item #11
LiDAR cameras shall meet or exceed the following resolution and quality requirements:
•
• Pixel values spatial accuracy of tolerance of +/- 2 mm at 10-meter distance. • Field of view shall be at least ~89% of a full sphere • Shutter: Global
• At least 15 frames per second (JPEG @ 72 MP)
• Running image capture shall be at least 1 image captured in each 5 meters • A MEMR (Max Effective Measurement Rate) of One Million Points Per Second • Max Scan Speed of 250 scan/lines per second at 60mph
• 360 degree Field of View (FOV)
• At least 470m Measurement Range
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3 Item #12
Q.1. We are requesting clarification on the requirement for a California Professional Engineer (CA PE). Given the nature of this project, focused on data collection and analysis rather than design or activities carrying engineering risk, we believe this requirement may not be necessary. Our team has successfully completed numerous similar projects nationwide without a CA PE, and our proposed team includes qualified personnel to ensure all technical standards are met. Would the agency consider removing the CA PE requirement or allowing a licensed PE from another state to satisfy this qualification?
A.1. A State Licensed/Registered Professional Civil Engineer (PE-Civil) from any state in the United States of America may be substituted for a California Professional Engineer (CA PE).
Q.2. The RFP specifies that the Data Quality Management Plan (DQMP) must be stamped, signed, and dated by a CA PE. Based on our extensive experience delivering over 100 similar projects annually, the DQMP serves as a protocol for quality data collection and is not typically treated as a document requiring PE certification.
Would the agency consider removing the stamping requirement to align with standard industry practices for this type of plan?
A.2. A State Licensed/Registered Professional Civil Engineer (PE-Civil) from any state in the United States of America may be substituted for a California Professional Engineer (CA PE).
Item #13
*The City’s GIS system is ESRI, ArcGIS Enterprise, ArcGIS Pro based and all Consultant work provided shall be compatible with and shall work with the City’s GIS system.
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3
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CONFIRMATION OF
RECEIPT OF ADDENDUM
----------------------------------------------------------------------------- ADDENDUM NO. 2
CITY OF POMONA
PUBLIC WORKS DEPARTMENT
“PAVEMENT MANAGEMENT PROGRAM (PMP)
(FY 2025-2028)
CONSULTING SERVICES”
TO: All Bidders
RE: Receipt of Addendum
This is to verify receipt of Addendum No. 2, for this project. By signing this document, you acknowledge receipt of addenda.
We appreciate your cooperation and consideration of a bid submittal for this project.
Ed Segura
Purchasing Manager
______________________________________________________________________
ACKNOWLEDGMENT
I have read the above request from the City of Pomona and by signing, I hereby acknowledge receipt of Addendum No. 2, for this project.
By: _______________________________________________________________ Print Name
_______________________________________________________________ Signature
Title: _______________________________________________________________
Company: _______________________________________________________________
Date received _______________________________________________________________
John Till
CFO
International Cybernetics Company, LP dba IMS Infrastructure Management Services 8/20/25
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WRITTEN DETERMINATION
(Page 2 of 2)
DESIGNATED EMPLOYEE CATEGORIES
I. This category applies to individuals that make, or participate in making, decisions that may have a material effect on their financial interest(s) in:
a. businesses in which the individual holds an investment or business position1:
b. sources of income; or
c. real property.
Individuals subject to this category need not disclose under Category II or Ill. Individuals subject to this category must disclose any of the following financial interests within the City and within two miles of City boundaries:
a. investments in business entities2
b. business positions held;
c. sources of income; and
d. Interests in real property.
II. This category applies to individuals that make, or participate in making, decisions that involve the purchase of services, supplies, materials, machinery or equipment.
Individuals subject to this category must disclose any of t he following financial interests in business entities which provide services, supplies, materials, machinery, equipment, or technology of the type utilized by the City:
a. Investments in business entities;
b. business positions held; and
c. Sources of income.
Ill. This category applies to individuals that make, or participate in making, decisions that involve contracting for services including, but not limited to:
a. professional services;
b. vendor services;
c. consulting services; and
d. Contractor services.
Individuals subject to this category must disclose any of the following financial interests in business entities which provide contract services, of the type utilized by the City:
a. investments in business entities;
b. business positions held; and
c. Sources of Income.
IV. This category applies, as applicable, to commissioners. Individuals subject to this category must disclose:
a. all investments in, interest in, or income from, real property located within the jurisdiction Of the respective board or commission and five hundred feet contiguous thereto; and
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b. all investments in, interest in, or income from, any business entity:
i. in which the person holds a business position; and
ii. That is either: A) within the jurisdiction of the respective board or commission and five hundred feet contiguous thereto; or B) conducted business within the jurisdiction of th e respective board or comm ission and five hundred feet contiguous thereto, at any time during the two years prior to the date of filing the Statements of Economic Interest.
1 "Business positions• shall include, but not be limited to, a role as a director, officers, partner, trustee, employee, or any management position. 2 "Business entities· shall include, but not be limited to, sole proprietorships, partnerships, and
corporations.
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ATTACHMENT C
INSURANCE REQUIREMENTS
CONSULTANT will maintain throughout the duration of the term of the AGREEMENT, Liability Insurance covering CONSULTANT and design ating CITY, including its elected or appointed officials, directors, officers, authorized agents, and employees, as additional insureds against claims resulting in injury or damage to persons or property (both real and personal) caused by any aspect of CONSULTANT's work, in amounts no less than the following, and with such deductibles as are ordinary and reasonable in keeping with industry standards. It must be stated, in the Additional Insured Endorsement, that CONSULTANT's insurance policies must be primary with respect to any claims related to or as the result of CONSULTANT's work.
Any insurance, pooled coverage, or self-insurance maintained by CITY, its elected or appointed officials, directors, officers, authori zed agents, and employees must be non- contributory. The Additional Insured Endorsement does not apply to the Professional Liability or Workers' Compensation Insurance requirement.
Professional Liability Insurance:
a. General Aggregate
$2,000,000 per claim and in the aggregate
General Liability:
a. General Aggregate $2,000,000
b. Products Comp/Op Aggregate $2,000,000
c. Personal & Advertising Injury $1,000,000
d. Each Occurrence $1,000,000
e. Fire Damage (any one fire) $50,000
f. Medical Expense (any one
person)
$5,000
Workers' Compensation:
a. Workers' Compensation Statutory Limits
b. EL Each Accident $1,000,000
c. EL Disease - Policy Limit $1,000,000
d. EL Disease - Each Employee $1,000,000
Automobile Liability
a. Any vehicle, combined single limit $1,000,000
CONSULTANT will provide thirty (30) days advance notice to CITY in the event of cancellation of any coverage. Certificates of insurance and additional insured endorsements must be furnished to CITY thirty (30) days prior to the effective date of this Agreement. Refusal to submit such certificates constitutes a material breach of this Agreement entitling CITY to any and all remedies at law or in equity, including termination of this Agreement. If proof of insurance required under this Agreement is not delivered as required or if such insurance is canceled and not adequately replaced, CITY has the right but not the duty to obtain replacement insurance and to charge the CONSULTANT for any premium due for such coverage. CITY has the option to deduct any such premium from the sums due to the CONSULTANT. All such policies of insurance shall be endorsed so Licensee’s insurance shall be primary and no contribution shall be required of City, its officers, officials, employees, agents or volunteers. Any Workers Com pensation insurance policy shall contain a waiver of subrogation as to City, its officers, officials, employees, agents and volunteers.
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Insurance is to be placed with insurers authorized and admitted to write insurance in California and with a current A.M. Best's rating of A-: VII or better. Acceptance of insurance from a carrier with a rating lower than A-: VII is subject to approval by City's Risk Manager. CONSULTANT shall immediately advise the CITY of any litigation that may affect these insurance policies.
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EXHIBIT “A”
EXAMPLES OF PROJECT
SCENARIOS
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Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3
Docusign Envelope ID: 57F59794-4F29-4297-A1F9-DF3FA27DCEF3